Management Committees West Cork Development Partnership November 2012 Trainer: Caroline Egan Consultant & External Relations Manager

Exercise 1 In pairs: what makes being a member of a board or committee a positive experience?

Responsibilities of the Committee Direction – Keeping true to the objectives; Strategic planning Assets – Looking after Money and Property Accountability – To members, funders, service users and the general public Legality – Complying with Company Law, Employment Law, Health & Safety, Equality (See briefing note on the Charities Act 2009)

Role of All Committee Members Ensure that the committee sticks to its purpose Give the committee direction by setting aims and objectives Ensure legal requirements are met Ensure accountability to members and funders Ensure financial stability Ensure any property is protected and managed Ensure smooth running of the committee – conflict, communication styles and conduct at meetings

Role of the Chairperson Plan meetings with the Secretary and staff Keep order at meetings Encourage contributions / ask questions to clarify Ensure decisions are made / keep to the point Summarise decision at the end of agenda item Make sure decisions are implemented Represent the organisation externally Establish clear reporting lines with management

Role of the Secretary Plan meetings with the Chair Respond to correspondence Make arrangements for meetings Prepare and circulate the agenda Take minutes Keep contact details of members

Role of the Treasurer Present budgets and accounts Present financial reports Alert committee to any cash flow problems Ensure accounting procedures and controls are in place Liaise with staff about financial matters Advise on financial implications of new projects Make sure appropriate insurance is taken out

Typical Problems for the Chair to Handle The talkative show off - get a word in, use a pause for breath, bring others in. Too talkative – gushes - use a timed agenda, interrupt to summarise Says nothing at all - ask questions

Typical Problems for the Chair to Handle People holding meetings within the meeting - pause meeting, question them Chip on the shoulder - is problem real? Focus on meeting purpose, promise to discuss at later date